What you need for an animation film festival

An animation film festival needs more than films and a screen. You will need reliable projection equipment, adapters and audio gear for each screening room, plus clear visitor information and enough catering supplies for the schedule. Headphones, power banks and spare cables are easy to overlook until guests start moving between rooms. Use the shopping list below to gather equipment, tableware and practical materials before delivery day, then test everything before the first screening.

Organize this event for free with Lizzt

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Information desksqty 2
Foldable tablesqty 12
Folding chairsqty 220
Tableclothsqty 12
Lounge armchairsqty 8
Bollardsqty 12

Equipment

Projectorsqty 3
Projection screensqty 3
Laptopsqty 3
HDMI cablesqty 6
HDMI adaptersqty 6
Speakersqty 4
Microphonesqty 2
Microphone standsqty 2
Power stripsqty 10
Extension cordsqty 10
Gaffer tapeqty 6
USB sticksqty 6
Headphonesqty 10
Power banksqty 4

Tableware

Reusable drinking glassesqty 240
Coffee cupsqty 120
Platesqty 120
Cake platesqty 240
Coffee spoonsqty 120
Serving utensilsqty 24
Serving plattersqty 18
Serving traysqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Thermos flasksqty 8
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Pliersqty 8
Ice cube traysqty 8

Decorations

Projection screen decorationqty 3
Movie star postersqty 12
Activity postersqty 20
Balloonsqty 100
Balloon standsqty 6
Table decorationsqty 12
Directional signsqty 20
Name badgesqty 40
Program leafletsqty 250
Wristbandsqty 250
Adhesive hooksqty 40
Ropeqty 2

Lighting

LED string lightsqty 8
LED work lightsqty 4
Flashlightsqty 6

Cleaning

Vacuum cleanersqty 2
Mopsqty 3
Bucketsqty 3
Hand broomsqty 4
Toilet brushesqty 3

Catering

Groceries
- Coffee beans - 6 packs
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Sugar - 3 kilograms
- Milk - 20 liters
- Oat milk - 8 liters
- Coffee milk - 6 packs
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Lemonade - 18 bottles
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 6 kilograms
- Mandarins - 6 kilograms
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salted popcorn - 10 bags
- Sweet popcorn - 8 bags
- Pretzels - 8 bags
- Rice cakes - 6 packs
- Mini crackers - 8 packs
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Young cheese - 4 kilograms
- Cooked ham - 2 kilograms
- Vegetarian spreads - 12 tubs
- Whole wheat bread - 12 loaves
- Mini rolls - 240 pieces
- Mini croissants - 240 pieces
- Unsalted butter - 2 kilograms
- Jam - 6 jars
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 bottles
- Cucumber - 5 kilograms
- Cherry tomatoes - 5 kilo
- Carrots - 5 kilograms
- Bell peppers - 4 kilograms
- Mixed lettuce - 4 kilograms
- Lemons - 3 kilogram
- Fresh mint - 10 bunches
- Honey - 3 jars
- Gluten-free buns - 24 pieces
- Vegan sandwiches - 36 pieces
- Vegan spread - 6 tubs
- Gluten-free crackers - 4 packs
- Allergen labels - 2 rolls
- Napkins - 1000 pieces
- Paper cups - 300 pieces
- Paper plates - 300 pieces
- Stirrers - 500 pieces
- Cocktail picks - 500 pieces
- Cling film - 3 rolls
- Aluminum foil - 3 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Garbage bags for glass - 20 pieces
- Dish soap - 4 bottles
- Dishwasher tablets - 50 pieces
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 4 bottles
- Hand soap - 8 bottles
- Toilet paper - 48 rolls
- Paper towels - 12 packs
- Nitrile gloves - 4 boxes

Tips

Count one projector, one screen and the required HDMI connection for every screening room, then add at least two spare HDMI cables and the adapters needed by your laptops.
For a full day, plan two to three drinks per visitor during the first hour and around one drink per hour afterwards. Include reusable drinking glasses, coffee cups, plates and serving utensils rather than relying on last-minute disposable stock.
Prepare one information desk with a foldable table, tablecloths, program booklets, tickets or wristbands, pens and a visible room layout. Print at least 10% more booklets than the confirmed visitor list.
Keep power strips, extension cords and gaffer tape in each screening room, with spare USB sticks and power banks at the information desk. Label cables by room before equipment is distributed.
Order catering and beverages only after registration closes and dietary requirements are checked. Label diet meals before they reach the serving table, and confirm delivery access at least 24 hours in advance.

Frequently asked questions

What equipment do I need for an animation film festival?: Plan one projector and projection screen per screening room, plus a laptop, speakers, microphone and the correct HDMI cables or adapters. Keep at least two spare HDMI cables and one tested backup playback device available.
How many drinks should I buy for a film festival?: For the first hour, allow two to three drinks per person, then about one drink per person per hour. Add coffee, tea and water separately, and order extra stock if visitors will stay for a full day.
How many program booklets should I print?: Print one booklet per expected visitor, plus 10% extra for walk-ins, damaged copies and volunteers. Finalise the quantity after registration closes and before sending the booklet to print.
When should I test the festival equipment?: Test every projector, screen, laptop, cable, adapter, speaker and microphone at least 24 hours before opening. Also check each film format and subtitle track in the room where it will be screened.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.